FROM: A.C. Eagan, III, Vice Chancellor for Business and Administrative Affairs
DATE: April 29, 2008
RE: Personal Printer Acquisition and Usage Directive
To support basic printing and copying needs, State of Louisiana Information Technology Bulletin 03-12
provides direction on the acquisition and usage of personal inkjet and personal laser printers by
comparison to the use of shared workgroup devices. This directive supports the purchase of personal
printers for ONLY the following categories of employees: telecommuters, employees in isolated offices,
disabled workers, and employees who print confidential documents. Employees not in these categories
are directed to use shared devices.
It is Delgado’s intent to comply with the above directive. Prudent cost control measures and asset
management practices provide further rationale to support change in our business process.
To implement our new process, the locations of shared devices have been identified throughout all
campuses. Delgado Office of Information Technology will be coordinating a plan to get all such devices
connected to the Delgado network and to roll out the installation of the needed drivers to all personnel
requiring use of the share equipment. Appropriate instruction and assistance with day to day operation
will also be provided along with a phone number to
devices have been fully enabled to support shared printing, we will discontinue the acquisition of personal
printers and print cartridges on a phased basis unless exception approval has been issued. If you feel that
you or members of your organization qualify for exception approval, please submit your request for same
to the Vice Chancellor of Business and Administrative Affairs. Your request will be reviewed and a reply
will be returned.
There are several basic advantages of deployment of this practice:
Shared devices operate at a substantially lower cost per page and reduce the total number of assets
and associated liability and property management control costs
Workgroup devices often perform at faster speeds and have features such as on line stapling and
duplex that will add convenience to the operation and reduce paper consumption by using both
sides of the page
Networked devices will be enabled for scan to email where possible – scanning will eliminate any
click charge along with toner and paper usage making our operation more cost efficient and
Many workgroup devices have a “secure print” function which prevents the device from printing
any job unless a user assigned confidential password is entered. This function can address
confidentiality concerns where documents carry protected content.
Delgado will be in conformance with State of LA guidelines
Our next steps include the implementation of network access to all shared devices and the addition of the
needed PC software to enable use of the workgroup devices. Representatives from Xerox will be on
campus the next few weeks to connect and configure all Xerox Multi-function devices (MFD) for
workgroup printing. Access to all desktop computers needing to print to your MFD will be important.
Please make arrangements with your faculty/staff, if they are not going to be on campus on the designated
days to leave keys to their offices so that this process can be completed in a timely manner. The use of
personal devices will be discontinued after these steps have been taken. Please call Support Services at
504/329-6605 should you need assistance.